ICT Procurement Process

The University procures Information and Communication Technology (ICT) that is universal in design and accessible to all individuals, including individuals with disabilities. In the event this is technically infeasible or imposes undue burden, the University ensures an equally effective accessible alternative. All ICT must meet the applicable accessibility standards set forth in  Section 508 of the Rehabilitation Act of 1973, as amended (Sec. 508), the  Americans with Disabilities Act of 1990, as amended (ADA), and  University of Nevada, Reno Benchmarks for Measuring Accessibility

Please be aware, the ICT Accessibility Team currently only has the ability to review and approve ICT procured through requisitions/purchase orders in Workday.  ICT procured through p-cards or freeware don't come through us for review or approval.

Additionally, ICT up for renewal need to be reviewed before the end of the subscription (annual) or contract (multi-year) term.  For information regarding whether an ICT needs to be submitted for review and by when, please see Step 2 below.

Lastly, the ICT Accessibility Team is working diligently to compile, review, and publish a list of pre-approved ICT for campus-wide use.  Unfortunately, that list is still a work-in-progress and not available publicly at this time.  If you have questions about particular ICT or previous submissions/approvals, please email accessibility@unr.edu to request more information.

ICT Procurement Process

STEP ONE: Gather Information and Required Documents

  • Obtain accessibility compliance documentation from the vendor.
    • The University currently accepts the VPAT Version 2.3 508 - December 2018 (includes WCAG 2.0) version from the Information Technology Industry Council.
    • If the VPAT lists one or more items as not fully supported, a remediation plan from the vendor indicating when they intend to remediate those barriers is needed. If a remediation plan is not available or the vendor can not provide a VPAT, an exception request will need to be completed.
    • Additionally, the University requires that the vendor provide an Accessibility Statement. The Accessibility Statement should detail the vendor's commitment to accessibility, any known accessibility issues with their product/service, any alternative solutions/workarounds, and a means to report issues and request assistance.

STEP TWO: Submit for ICT Review

  • Complete and submit the ICT Accessibility Review Form and upload accessibility documentation from step one above.
  • An ICT Procurement Form must be completed for each requisition whether it is for a new product/service or it is an existing product/service being renewed.
  • Submitting a procurement request before implementation/renewal is key.
    • The ICT Accessibility Team prefers that you submit your ICT Procurement Form at least 30 days before renewal to allow for processing, reviewing, and testing (if needed).
    • 15 days is workable, but can lead to possible overdue invoices.
    • 5 days is generally unreasonable and difficult to meet, especially if there's a lack of documentation, the vendor is unaware of accessibility, or testing is needed. This scenario will most likely lead to overdue invoices.
  • If you are procuring a new product/service, it is highly recommend that an accessibility clause be added to the contract or terms and conditions before signing.  The accessibility clause should state that the vendor is responsible for ensuring the product/service is, and continues to be, accessible according to the University's Benchmarks for Measuring Accessibility as described in the University's Accessibility Policy & Procedures (i.e. WCAG 2.0 Level AA) during the duration of the contract and that if any accessibility issues arise, the vendor will address the issues in a timely manner or collaborate with the University if necessary. The cost of remediation should be covered by the vendor, where applicable (i.e. vendor’s templates versus customer created content).

STEP THREE: ICT Review Process

  • If your accessibility documentation indicates the product or service is not fully supported (not accessible), the ICT Accessibility Team may require one or more of the following in order for the ICT to procured:
    • An Equally Effective Alternative Access Plan (EEAAP). The ICT Accessibility Team has developed a standardized Equally Effective Alternate Access Plan (EEAAP) form which, when complete, outlines the known accessibility barriers, alternative solutions/workarounds, means of communicating accessibility barriers, any resources necessary, and the responsible parties. 
    • An Equally Effective Alternative Access Plan (EEAAP) and Exception Request.  If it is not technically possible to make the ICT you are procuring accessible, or if doing so would require a fundamental alteration or would result in undue financial and administrative burdens, or the vendor lacks the accessibility documentation necessary to make a determination of the accessibility of the ICT, an EEAAP and Exception Request must be completed and approved in order for the ICT to be procured.
  • If the product/service is student- or public-facing, or has a high-impact/high-use, it may also require internal testing to identify any potential critical barriers to access. You will be contacted with more details if such testing is necessary or when testing slots become available.
  • If your procurement is for a website that is publicly available and doesn't require a login to use, and said website is determined to have outstanding accessibility issues either through automated, manual or functional testing, a Website Remediation Plan (WRP) will need to completed and signed by the appropriate parties.  The Website Remediation Plan (WRP) will detail what issues exists, how those issues will be corrected, who will correct the issues and by when.  Per the University's Accessibility Policy & Procedures, the requestor will have 60 days to bring the website into compliance.  Additional time may be granted on a case-by-case basis.
  • Due to COVID-19, the ICT Accessibility Team has extended all previously approved Website Remediation Plans (WRPs) to provide site owners more time to address outstanding issues.

In Progress ICT Procurement Requests

Please allow up to 5 business days to process your initial request.  Incomplete, incorrect, or missing information or documentation can extend the processing, review and approval times.

To check the status of your recently submitted ICT Procurement Request, please visit:  https://unr.teamdynamix.com

Questions

Please send questions or comments to accessibility@unr.edu and the ICT Accessibility team will respond as soon as possible.